Equipment Maintenance module

Equipment Maintenance helps you with scheduling and tracking of maintenance details in an orderly manner about equipment to be maintained, and to keep a listing of maintenance performed on equipment.

The following is a summary describing some of the features of the Equipment Maintenance software module. Should you have further questions, please contact our office through any of the available contact options.

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Overview

• The AccountPro Equipment Maintenance program may be used as a standalone software module allowing you to maintain equipment maintenance details independently from any other accounting modules and, if required, to be installed on a separate computer.
• The equipment you maintain may be your own equipment, equipment rental, a customer's equipment brought in for servicing or, equipment serviced on a job, such as, a shopping mall, industrial site, high rise building, etc.
• There is no limit to the number of Equipment ID's the Equipment Maintenance module can contain, nor is there a limit to the number of scheduling and serviced details.
• The location of equipment may be specified, such as for example, building, floor, room, drawing number, etc., simplifying the instructions to the service employee performing the actual maintenance.
• If the maintenance schedule is date based, specifying a service frequency interval, starting date and ending date, will automatically add the required number of schedules to the schedule table.
• As a preventive equipment maintenance you may automatically generate a number of schedules based on user defined parameters, or add schedules as needed.
• In/Out status may be used for equipment rental or to indicate if the equipment is out in the field or job site.
• A Customer ID may be specified for each Equipment ID, including a Job ID to facilitate retrieving information by Customer or Job, or in case of rental equipment, the location and customer whom rented or leased to. 
• A database is used to select user defined products parts or assemblies to be used at a scheduled service date or metered interval (hours/mileage).
• Use assemblies to specify any number of components to be used for a specific service. Using a single assembly ID will print all required components on the maintenance schedule for the service department, without having to enter and list each component individually.
• Costing fields for hours worked and dollar amount may be used to track maintenance expenses. Expenses may be broken down into several categories.
• User defined service types may be used to indicate the type service required, for example, use one service type to indicate a weekly service, another service type for a monthly service, complete overhaul, 100,000 mile service, 1,000 hour service and so on. A single piece of equipment may be assigned multiple service types in the scheduling menu, one for each scheduled service.
• Interfaces with optional Inventory Control module to issue parts out of stock to specified equipment and update costing in the equipment maintenance module.
• Single entry from Inventory Control updates inventory and equipment.
• Equipment Maintenance may be used as a standalone or integrated with other AccountPro software modules.

Detail Features

• Equipment Master:
  The master equipment file may contain the following details (details not required may be bypassed):
  • Equipment ID to 16 characters
  • Equipment type (user defined)
  • Equipment description to 60 characters
  • Serial number to 20 characters
  • Equipment Tag to 20 characters
  • User Defined Tag to 20 characters
  • Acquisition Date
  • Purchase Cost
  • Sold Date
  • Sold Amount
  • Vendor ID
  • Manual ID
  • Customer ID
  • Job Number
  • Location Details
  • Vehicle ID
  • Vehicle Plate number
  • In or out of shop or unavailable due to repairs
  • Status (user defined)
  • Date last serviced
  • Current Mileage as of date
  • Current Hours as of date
  • Service Frequency:
    • Daily
    • Weekly
    • Biweekly
    • Semi-Monthly
    • Monthly
    • Quarterly
    • Twice Annually
    • Annually
    • User Defined
      • Number of intervals
      • Starting date
      • Ending date
    • Hours
    • Mileage
    • Service expiry date
  • Warranty
    • Material
      • Expiry date
      • Hours
      • Mileage
    • Labor
      • Expiry date
      • Hours
      • Mileage
• Scheduling Detail
  • Scheduled Maintenance Date
  • Type of maintenance to be performed specifying a service type id (you may specify a different service type id for each service schedule)
  • Order Number
  • Customer Purchase order Number
  • Assigned to...
  • Assembly ID (to specify parts required for servicing)
  • Scheduling Notes
  • Equipment Location
    • Job ID
    • Drawing Number
    • Reference
    • Building ID or Location ID
    • Floor
    • Room Number
    • Service sequence number on job or project
• Work Order
  • Generates Work Orders from Schedules
  • Prints Work Orders
    • Parts (if required)
    • Labor allotted (if required)
• Invoice
  • Interfaces with optional Invoicing module to print customer invoice
• Serviced Detail
  • Completed at Date, Hours or Mileage
  • Completed Notes
  • Completed by...
  • Checked by...
  • Checked date
  • Cost Fields
    • Labor Hours
    • Labor Amount
    • Material
    • Rental
    • Contract out Repairs
    • Licensing Fees
    • Other

Assemblies

• An Assembly ID may be assigned to each scheduled service to specify parts or components required for each scheduled service.
• Assemblies may be generated by specifying any number of components for the assembly.
• An Assembly ID may consists of up to 20 characters.
• Quantity may be specified for each component or parts within the assembly.
• Decimals may be used to specify Assembly component quantities.

Mileage Tracking

• Tracks mileage by MPG
• Tracks mileage by L/100km
• Additional information
  • Driver ID
  • Type of Fuel used
  • Cost of Fuel
  • Fill Date
  • Trip Type
  • Reference
  • Department ID
  • Notes

Retrieval

• To facilitate equipment tracking equipment details may be retrieved by:
  • Equipment ID
  • Serial Number
  • Customer
  • Job

Reports

• A number of reports are available indicating equipment scheduling, complete with parts required, notes for the service employee, date completed with notes of maintenance performed, etc.
• Parts, costs, labor costs and hours used for each piece of equipment with  optional inventory control software module installed.
• Equipment lists may be sorted by:
  • Equipment ID
  • Serial Number
  • Description
  • Customer ID
  • Job Number

Maintenance History

• All details of maintenance history may be kept on file as long as the user requires.

Import

• Using the option Import module, you can import equipment, vendor, customer and product lists from ASCII or CSV files.

Interface

• With optional Inventory Control module installed, parts issued from inventory will update the Equipment Maintenance module.